Executive Assistant / Accounting Assistant

Job Description: Executive Assistant / Accounting Assistant 

Department: Executive Administration / Accounting & Payroll
Reports To: President / VP

FLSA Status: Non-Exempt

Employment Status: Full-Time
Pay Range: $24-$25 hourly
Work Location: SSNW Headquarters, Sequim, Washington, or as otherwise assigned

Position Summary

The Executive Assistant / Accounting Assistant provides high-level administrative, organizational, and operational support to executive leadership while serving as a trained backup for payroll processing and related administrative functions.

This position requires exceptional organizational skills, discretion, accuracy, professionalism, and the ability to manage competing priorities in a fast-paced security services environment. The Executive Assistant helps ensure executive operations run efficiently, communications are handled appropriately, records are maintained accurately, and critical administrative functions continue during staff absences or periods of increased workload.

As the designated backup for payroll, this position assists with payroll preparation, verification, reconciliation, and processing tasks as assigned to maintain payroll continuity, accuracy, confidentiality, and compliance with applicable requirements.

Essential Duties and Responsibilities

1. Executive Administrative Support

• Provide direct administrative support to executive leadership, including scheduling, correspondence, document preparation, and follow-up on assigned projects.
• Manage executive calendars, schedule meetings, coordinate appointments, and communicate scheduling changes.
• Prepare agendas, meeting materials, reports, presentations, spreadsheets, and other business documents.
• Record meeting notes and track assigned action items, deadlines, and follow-up requirements.
• Screen, prioritize, and route incoming communications, requests, and correspondence as appropriate.
• Coordinate travel arrangements, reservations, expense documentation, and other executive logistics as assigned.
• Maintain organized electronic and physical files, records, and confidential documents.
• Assist with special projects, operational initiatives, and company-wide administrative needs.
• Serve as a professional point of contact for internal departments, clients, vendors, and other business contacts.
• Monitor deadlines and proactively communicate outstanding items requiring executive attention.

2. Backup Accounting Assistant

• Maintain working knowledge of SSNW payroll procedures, systems, deadlines, and internal controls.
• Reconcile AMEX Statements
• Billing for Answering service and Patrol
• Billing for Site Security and Remote monitoring
• Serve as backup support for payroll processing during the absence of the primary payroll administrator or when additional assistance is required.
• Collect, review, and verify timekeeping information, approved timecards, pay adjustments, and other payroll-related documentation.
• Identify discrepancies involving hours worked, overtime, missed punches, pay codes, job assignments, or other payroll entries and coordinate corrections with the appropriate department.
• Assist with reviewing payroll data for completeness and accuracy before submission.
• Enter or verify approved payroll adjustments in accordance with established procedures and authorization requirements.
• Assist with payroll reconciliations, exception reports, and supporting documentation.
• Help ensure payroll deadlines are met and promptly escalate issues that may affect employee pay.
• Maintain accurate, confidential payroll records and follow established document-retention procedures.
• Assist with researching and resolving payroll questions or discrepancies in coordination with the primary payroll administrator and appropriate leadership.
• Follow applicable federal and Washington State wage-and-hour requirements, company policies, and payroll procedures.
• Protect employee payroll, banking, tax, wage, and other confidential information.
• Complete required cross-training and maintain current written procedures to support uninterrupted payroll operations.

Payroll Authority and Controls: This position provides backup payroll support within assigned authorization limits. Payroll changes, adjustments, approvals, and final submissions must follow SSNW's established approval process. The position does not independently authorize its own pay changes or bypass required payroll controls.

3. General Administrative and Operational Support

• Assist with preparing, reviewing, organizing, and distributing company documents, forms, reports, and internal communications.
• Coordinate with Human Resources, Operations, Finance, and other departments to obtain information and complete assigned administrative tasks.
• Maintain tracking logs, spreadsheets, calendars, and other administrative tools.
• Support process improvements that increase accuracy, efficiency, consistency, and accountability.
• Assist with gathering documentation for internal reviews, audits, compliance requests, and management reporting.
• Identify administrative bottlenecks and recommend practical solutions.
• Perform other related duties as assigned by executive leadership.

Required Qualifications

• High school diploma or equivalent required; associate degree or relevant postsecondary education preferred.
• Three or more years of administrative, executive support, accounting, payroll, or related office experience preferred.
• Demonstrated proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to learn and use company-specific payroll, timekeeping, document management, and administrative systems.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• High level of accuracy and attention to detail.
• Ability to handle confidential, sensitive, and proprietary information appropriately.
• Professional judgment and the ability to work independently within established guidelines.

Core Competencies

• Confidentiality and discretion: Safeguards executive, employee, financial, and company information.
• Organization and time management: Prioritizes work effectively and maintains reliable tracking systems.
• Accuracy and attention to detail: Reviews documents, timekeeping records, and payroll information carefully.
• Communication: Communicates clearly, professionally, and appropriately across departments and leadership levels.
• Problem-solving: Identifies discrepancies, researches issues, and escalates concerns promptly.
• Adaptability: Adjusts priorities as executive and operational needs change.
• Accountability: Follows through on assignments and takes responsibility for the quality and timeliness of work.
• Teamwork: Supports cross-departmental collaboration and maintains a solutions-oriented approach.
• Technical proficiency: Uses office software, spreadsheets, and administrative systems effectively.
• Integrity: Exercises sound judgment when handling confidential records and sensitive business matters.

Performance Expectations

Successful performance in this role will be evaluated based on the following:

• Executive calendars, meetings, correspondence, and assigned administrative tasks are managed accurately and within established deadlines.
• Executive leadership receives timely, organized, and reliable administrative support.
• Confidential information is consistently protected and shared only with authorized individuals.
• Backup payroll responsibilities are performed accurately and in accordance with established payroll calendars and procedures.
• Payroll discrepancies are identified, documented, and escalated promptly to minimize errors and delays.
• Required payroll documentation and records are complete, organized, and maintained according to company procedures.
• Cross-training and backup readiness are maintained so essential payroll functions can continue during the primary administrator's absence.
• Communications and follow-up items are handled professionally and tracked through completion.
• Administrative processes are maintained efficiently, with opportunities for improvement communicated to leadership.
• Company policies, procedures, internal controls, and applicable legal requirements are followed.

Physical and Work Environment Requirements

• Ability to work in a professional office environment.
• Ability to sit, use a computer, communicate by telephone, and review documents for extended periods, with reasonable accommodations where required.
• Ability to manage periods of increased workload and time-sensitive deadlines.
• Ability to maintain focus and accuracy while handling multiple responsibilities.